Budget Development

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ATTENDEES:  George Alvergue, Harvey Birdseye, Barb Delansky, Shirlee Ford, Dennis Gilbert, Thwing Havens (for Bob Baldwin), Shanara Lennox, Kay Malmberg, Marie Matsen, Kaaren OíRourke, Annie Paschall.  Guest:  Patrick Lanning
Recorder:  Terry Caron

President Spilde
Mary Spilde met briefly with the group and reviewed the group charter.  She also related the following:

• Due date for the Transparency Groupís (TG) recommendation to the Executive Team will be February 28.
• Members of this group have the responsibility to keep informed the groups they represent.
• The Ex officio members (George Alvergue, Board, Marie Matsen and  Kay Malmberg, Executive Team) will also keep their constituencies informed and communicate back to TG their comments and concerns.
• The TG can consult Mary Spilde for any clarifications.
• The group needs to remain open to the possibility that some of the TG recommendations may be for future implementation and not this year.

Future Meetings
Two meetings will be held the week of January 21:  Thursday, 1/24 and Friday, 1/25 from 3-5 PM.  Weekly  Friday meetings from 3-5PM  will be scheduled through February 28 with the possibility of more meetings, if needed.

Transparency Discussion

• Focus on what are the budget decisions that end up to be within the Budget Document rather than how to produce the Budget Document since certain legal restrictions apply.
• Need to be careful not to be working on two processes at the same time or the equivalent of two budget documents.
• Departments should have the same processes to follow.
• Departments internal processes not necessarily the sameóyet there are certain guidelines.
• There are two processes currently for budget development: one for instructional departments  and one for non-instructional and three layers within those two processes: 1)Establish a base budget, 2) establish changes within department budgets, 3)establish what does not fall within any one department, i.e. institutional mandatory expenses (SLI, utilities, bus passes, etc.
• During the budget development process, shouldnít any staff who wishes to be involved  be given the opportunity?
• Although there are opportunities to be involved, the process is not transparent or if the process is transparent, than there are no opportunities for staff  to be involved.
• The end product needs to mean something to staff, not just some involvement in the process itself.  Staff need to be able to compare data that follows to the end result.
• It may be possible to have an operational budget that rolls into something legally required once LASR is implemented.  This year, we may be limited to the same product as other years.
• Expectations are that LASR systems will be not as tailored to specific department needs as they are currently,  and will be  more easily understood by the general public.
• Analyzing numbers and budget projections are not the charge of this group, but a good working documents that is easily understood by staff.

o Budget Principles and Criteria
o Process for building a budget
o Budget Assumptions
o Budget Policy
o Oregon Legal Requirements
o Glossary of terms

Next Meeting ñ Thursday, January 24, 3-5PM, SCI 211
Proposed agenda:

1. Guiding principles and goals and develop a product as a group
2. Determine what are the key questions and how to define them. Ensure openness ñ when dealing with questions and information.
3. Structures of participation ñ how to integrate a strategic planning process
4. Being able to document and show how to follow where the money goes, ex. ICP
5. Ensure TG is sharing  a common language
6. Break down work in small units and discuss accomplishments with whole group